Reviewing and processing referral requests manually consumes significant time as staff scan emails, extract details, and verify eligibility across multiple tools. Manual data entry, duplicate checking, and lead routing create delays that cause referrals to be lost or handed to sales days late.
Automation reads incoming referrals, validates eligibility against the CRM, deduplicates submissions, and routes qualified leads to sales within minutes. All referral data flows directly into the CRM and tracking sheet with zero manual entry.
The full workflow, from trigger to completion.
A new email arrives in the review inbox or a form submission is captured. The automation is triggered immediately.
The automation reads the email or form payload and extracts the referred customer name, email, phone, company, and referrer details. Normalizes phone numbers and email addresses.
The automation queries to verify the referred customer is not already a contact, has not been contacted in the past 12 months, and meets service area criteria. Returns a pass or fail decision.
The automation looks up the referrer to check customer lifetime value and engagement history. Assigns a priority score (high, medium, low).
If eligible, a tool action creates a new contact record with all extracted details, referral source tag, and referrer link. If ineligible, the record is logged as rejected.
The referral record (qualified or rejected) is appended to the tracking sheet with timestamp, eligibility status, and priority score for reporting and audit.
If qualified, a message is sent to the sales channel with the lead summary, referrer name, and a direct link contact record.
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